Secretary (OA)

Veterans Health Administration • Houston, TX

4d • Onsite

About The Position

The Secretary (OA) serves as the Executive Secretary to the Office of the Deputy Medical Center Director (DMCD), providing principal clerical and administrative support on administrative policies and procedures. The position advises service-line secretaries and administrative officers on related matters and coordinates clerical processes that directly support the DMCD.

The role manages the office’s day-to-day administrative activities, coordinates work with DMCD service lines, and helps ensure requirements such as safety, correspondence, congressional responses, and action items are completed on time and professionally. The Secretary maintains knowledge of Medical Center, VISN, and VACO policies and directives to answer questions and provide expert administrative guidance based on VA and local policies.

The position is not virtual. The stated work schedule is Monday through Friday, 7:30 a.m. to 4:00 p.m., subject to change based on agency needs. The work is sedentary, with occasional walking, standing, bending, and carrying light items or supplies.

Requirements

• U.S. citizenship.
• For current or former federal employees subject to the time-in-grade requirement: 52 weeks at GS-07 for the GS-08 position.
• One year of specialized experience equivalent to at least the next lower grade, GS-07, such as office management involving high-stakes meetings and agendas, confidential information and compliance, calendars and travel; project management, interdepartmental communication, and workflow optimization; Microsoft Office Suite, office automation, and data management; or handling sensitive information, risk mitigation, and compliance with legal and ethical standards.
• Complete the required application, questionnaire, and online assessment.
• Selective Service registration is required for males born after 12/31/1959.
• Complete a background/security investigation and online onboarding process, including acceptable identification for pre-employment requirements.
• Participation in the seasonal influenza vaccination program is required for VA Health Care Personnel.
• Serve a one-year probationary period or two-year trial period, as applicable.

Responsibilities

• Coordinate and support clerical processes that directly support the Deputy Medical Center Director.
• Coordinate and collaborate with DMCD service lines to ensure safety, correspondence, congressional response, action items, and related requirements are completed timely and professionally.
• Develop recurring schedules for activities specific to the DMCD.
• Coordinate office coverage during staff meetings, staff trainings, and office programs.
• Maintain current knowledge of Medical Center, VISN, and VACO policies, procedures, and directives; answer questions from clerical and administrative support staff and advise on administrative matters based on VA and local policies and procedures.
• Manage day-to-day administrative activities for the Office of the DMCD.
• Prepare correspondence and perform appropriate administrative functions; advise administrative staff of services under the DMCD.
• Organize annual training and learning sessions for DMCD administrative assistants and secretaries.
• Coordinate documents requiring the DMCD’s signature.
• Receive and screen correspondence, mail, and electronic mail for suspense dates, and establish controls to ensure VISN- and VACO-mandated deadlines are met.

Benefits

• Federal employees and their families have access to a comprehensive benefits package; specific benefits depend on position type and should be confirmed with the hiring agency.
• VA may credit job-related non-federal experience or active-duty uniformed military service toward the annual-leave accrual rate, if requested and approved before appointment; credit is not guaranteed.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed